AI agent for freelancers
Photographer Invoice and Deposit Chaser Agent
Invoices paid on time and delivery released only after payment
What it does
Deposits and final payments arrive late, and the work is delivered before it is paid. This agent reviews the booking list and checks which invoices are due. It sends reminders on a schedule, holds final delivery until the invoice is paid, and updates the tracker. For old invoices, it escalates with a firmer note and a final date. After each payment, it checks the amount against the invoice and flags short or partial payments. It also checks that the delivery link was not sent early. The freelancer approves each message and any delivery release. Edge case: a client who paid the deposit late is moved to payment before the shoot for future bookings.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Daily check
- Read the bookings, invoices and payments
- Find invoices due soon or overdue
- Draft the reminder for each stage
- Freelancer approves the messagesThe agent waits here for your OK.
- Send reminders and update the tracker
- Check payments against the invoices
- Was the invoice paid in full?If not: draft a note about the short amount or escalate. Back to step 3.
- Check that the delivery is on hold for unpaid work
- Freelancer approves releasing deliveryThe agent waits here for your OK.
- Updated tracker
How it decides
A reminder goes out 3 days before and 1 day after the due date. A second note escalates after 14 days. Delivery is released only when the invoice is paid in full.
- Remind 3 days before and 1 day after the due date
- Escalate after 14 days
- Hold delivery until paid in full
- Flag any payment short by more than $5
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Reminder schedule
- Escalation date (default 14 days)
- Tone of messages
- Which jobs hold delivery
What keeps you in control
It always asks you first
- Each message
- Releasing delivery
Hard limits
- Never sends messages without approval
- Never releases work before full payment
It stops when
- Done: invoice paid and delivery released
- Stop: the invoice is 30 days overdue and the freelancer decides
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
